Job Information
University of Miami Sr. Program Coordinator (H) in Miami, Florida
Current Employees:
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The University of Miami/UHealth Department of Orthopaedics is currently seeking a full time Sr. Program Coordinator to work in Miami, FL. The Sr. Program Coordinator provides administrative support to faculty and acts as a liaison between faculty, students, and other Universities. This position assists in the development, monitoring, and reporting of departmental budgets.
CORE JOB FUNCTIONS
Works closely with students to continuously evaluate their learning experience and improve quality and value of the program.
Registers students for courses using University procedures and systems.
Acts as an academic advisor for students in the program and as a career advisor for prospective and continuing students.
Develops strategic partnerships with external entities and organizations.
Creates monthly budget reports to ensure operations are within plan.
Assists with database maintenance and enrollment management.
Ensures administrative processes and associated forms for instructor services are completed in a timely manner.
Responds to various instructor requests and telephone, email, and internet submissions for all programs.
Prepares faculty payroll for the program.
Plans and participates in open houses for the department.
Adheres to University and unit-level policies and procedures and safeguards University assets.
This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.
Education:
High school diploma or equivalent
Experience:
Minimum 3 years of relevant experience
Department Addendum
The Sr. Program Coordinator provides administrative support to the Orthopaedic Spine Surgery Fellowship, the Orthopaedic Musculoskeletal Oncology Fellowship Program, and the Adult Reconstructive Surgery Fellowship. This position is also responsible for coordinating the Orthopaedic Grand Rounds and providing administrative support to the Director of Education and residency program.
Responsible for coordinating with the Director of Grand Rounds to schedule weekly Grand Rounds speakers. Conferences are held Thursday’s from 7am to 8am between September and June. Will create weekly zooms and will act as host during Grand Rounds. Is responsible for working with speaker to ensure they know how to share their power point prior to their lecture. Must complete paperwork necessary for CME credit and generate CME reports for faculty. If Grand Rounds is in person then they are responsible for coordinating the in-person lecture and managing the zoom simultaneously.
Manages Jackson Hospital’s New Innovation software for the orthopaedic residency program and assigned Fellowship Programs. New Innovations provides support to residency/fellowship training programs with rotation scheduling, evaluations, curriculums, goals and objectives, policies and procedures, manuals, monitoring of resident/fellow duty hours, and managing of resident/fellow personnel files. This involves compiling data, creating sessions, monitoring for compliance by residents/fellows and faculty, and creating reports.
Responsible for gathering and distributing the monthly orthopaedic on-call schedule. Responsible for managing call schedule assignments into the University’s Spok software program. This is a communication network system purchased by the University to provide quick access to call schedules for faculty and staff. Acts as back-up to the Sr. Program Coordinator to distribute on-call schedule via e-mail to appropriate personnel within the department as well as across Jackson Memorial Hospital/Jackson Health System, Veteran Affairs Hospital, and University of Miami Hospital.
Updates Hubspring by adding and removing faculty, staff, residents, and fellows. Hubspring is a mobile cloud platform that allows users to access, organize, manage, and distribute resources and communications to department faculty, staff, residents, and fellows.
Acts as back-up to Sr. Program Coordinator for the JMH bi-weekly resident electronic timekeeping system (KRONOS). Must enter the residents’ and fellows’ hospital sites for each two week pay period.
Manages fellow evaluations for assigned Fellowships. Maintains file on all fellow evaluations, tracks evaluations received, advises Director of Education of non-compliance by faculty, residents and fellows. Generates reports for six-month evaluation of fellows to the program director and Clinical Competency Committee as required by the ACGME.
Responds to electronic communication and written correspondence from applicants, students, staff, faculty and other University and outside personnel with inquiries related the assigned fellowships. Directs inquiries as appropriate to the Director of Education for resolution.
Prepares Business Expense Reimbursement Forms, non-employee reimbursement forms, IDRs and Purchase Requisitions pertaining to the Residency Program, Fellowship Programs and Grand Rounds. Processes travel for submission to orthopaedic financial office in accordance with University policies and procedures.
Assists the Director in the applicant interview and selection process. This involves preparing packets for applicants to be interviewed, organizing the interview day, coordinating faculty and applicant schedules for interviews. Assists Director of Education in compiling data and files for the ranking of applicants by the Residency Selection Committee.
Assists Director in coordinating resident conferences, scheduling lectures, confirming speakers. Attendance for all conference must be kept and maintained by the program as per ACGME policies.
Assists the Director of Education in coordinating the day-to-day activities of the office of graduate medical education.
Assists the Director of Education in compiling and entering data for ACGME Accreditation Data System (ADS) software for residency program and assigned fellowships.
Assists with gathering and entering data for AMA Freida Report.
Assists with the onboarding and orientation of assigned fellows and visiting residents.
Assists with the off boarding of graduating residents and fellows.
Runs and distributes case log reports on assigned fellows quarterly.
Assists the Director with Annual Program Evaluations for assigned fellowships and ACGME accreditation site visits for the residency and assigned fellowship programs. Compiling and entering data into the ADS system, coordinating visits, preparing accreditation forms, entering faculty curriculum vitaes, etc.
Works with Program Directors to update and maintain program website, society website, and all other informational sites.
Other duties as assigned by the Director of Education and Fellowship Program Directors.
Knowledge, Skills and Attitudes:
Skill in completing assignments accurately and with attention to detail.
Ability to analyze, organize and prioritize work under pressure while meeting deadlines.
Ability to process and handle confidential information with discretion.
Ability to work evenings, nights, and weekends as necessary.
Commitment to the University’s core values.
Ability to work independently and/or in a collaborative environment.
#ED-LI1
- Proficiency in computer software (i.e. Microsoft Office).
The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.
UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.
Patient safety is a top priority. As a result, during the Influenza ("the flu") season (September through April), the University Of Miami Miller School Of Medicine requires all employees who provide ongoing services to patients, work in a location (all Hospitals and clinics) where patient care is provided, or work in patient care or clinical care areas, to have an annual influenza vaccination. Failure to meet this requirement will result in rescinding or termination of employment.
The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here (https://www.hr.miami.edu/careers/eo-ada/index.html) for additional information.
Job Status:
Full time
Employee Type:
Staff
Pay Grade:
H6